Assignment Coordinator

The University of British Columbia; Vancouver; On-site; CAD 51,000 - 54,000; Full time

Job summary

The Assignment Coordinator in Residence Admissions and Assignments at The University of British Columbia oversees room assignments, manages offers, and ensures occupancy targets are met across Student Housing properties. You will utilize the Student Housing Database while advising residents, parents, and guardians under guidance from Residence Administration.

Reporting to the Manager Residence Administration, this role requires strong coordination, data analysis, and customer service skills to

Qualifications

• High School graduation plus two-year post-secondary diploma and four years of related experience.
• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Commitment to equity, diversity, and inclusion
• Ability to communicate clearly and effectively in writing and speaking
• Ability to diffuse tense situations by utilizing active listening and remaining calm
• Ability to maintain accuracy and attention to detail
• Proficiency with word processing, spreadsheet, database, and email applications (Outlook, MS Word, MS Excel, Adobe Acrobat, PowerPoint)

Responsibilities

• Coordinate room assignments and residence offers across the Student Housing Inventory, prioritizing accessibility requirements.
• Generate and analyze vacancy reports, monitor waitlists, and optimize occupancy.
• Manage workflow for fee payments, arrears, and contract terminations for non-payment.
• Advise prospective and current residents, parents, and guardians on policies and eligibility; resolve issues.
• Provide coverage and training for assignment coordinators and assist with additional administrative tasks as needed.

Skills

Communication

Active listening

Multitasking

Detail orientation

Conflict resolution

Time management

Education

High school + 2-year diploma

Equivalent education/experience

Tools

Microsoft Word

Microsoft Excel

Outlook

Adobe Acrobat

PowerPoint

Job description

Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Student Info Support 4 (Gr7) Job Title Assignment Coordinator Department Administrative Support 2 | Residence Life Management | Student Housing and Community Services Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date September 15, 2026 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date October 22, 2027 This is a leave replacement for a fixed term duration.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

The Assignment Coordinator oversees the coordination of residence offers and room assignments within student housing properties, managing workflow processes to ensure maximum occupancy across all Student Housing residence areas. With a focus on optimizing processes and leveraging advanced technology (Student Housing Database), this role manages complex administrative tasks, advises prospective and current residents, parents, and guardians as well as the UBC stakeholders. The Assignment Coordinator is an integral member of the Residence Admissions and Assignments team and actively contributes to initiatives that support the student residence experience under the direction and vision of Student Residence.

Organizational Status Reports directly to the Manager Residence Administration or Assistant Manager, Residence Assignments and Administration and operates within the overarching guidance of the Associate Director, Residence Admissions and Administration.

Work Performed

Admissions and Assignments

Oversees the coordination of room assignments and residence offer process across the Student Housing Inventory, giving priority to students with accessibility requirements, vulnerable student populations, and other identified priority groups. Reviews Centre for Accessibility (CFA) recommendations for priority housing requests, collaborating with CFA advisors as necessary to accurately convey information about the student housing inventory, ensuring fulfillment of student accessibility needs. Oversees transfer and cancellation requests, requests including communication departmental policies and of procedures. Regularly reviews these processes and makes recommendations to update/change to maximize efficiency. Ensures the provision of accurate information, guidance and direction on issues related to residence admissions, and eligibility, provide support and advising for new residents moving into residents outside of the regular contract periods. Responds to complex inquiries related to student housing policies and procedures. Investigates eligibility violations and takes appropriate action, coordinating with other relevant departments or units where necessary (eg. Faculty Academic Advising Units, Enrolment Services, Centre for Accessibility). Oversees the coordination of reviewing and processing subletting applications and communicates application outcome.

Data Management

Generates and analyzes vacancy reports, monitors waitlists, implements processes to optimize occupancy and provides valuable insights into occupancy trends. Oversees the coordination of residence cancellation requests, assesses requests and provides recommendations for associated cancellation fees. Compiles and interprets complex statistical reports, including student- fee related reports, follows up on student housing fee arrears implementing payment plans and providing student financial assistance referrals where necessary. Assists in the maintenance of databases, ensuring that table data is accurate and up-to-date. Utilizes the advanced features of Student Housing Database for effective navigation and management of student residence assignments. Serve as a resource for colleagues, offering support and troubleshooting assistance related to the Student Housing Database.

Fee Payments and Refunds

Co-ordinates the workflow process of all student housing and meal plan fee payments. Follows up on arrears and makes appropriate decisions to terminate contracts for non-payment. Follows up on student housing fee arrears (approx. 10-15% of monthly rental income) and delivers progressive reminder notifications and contract termination notices when necessary. Oversees the coordination of student housing fee arrears and coordinates with Residence Front Desk Supervisors to deny room access to residents whose accounts are in critical arrears. Negotiates deferments of student fees and monitors compliance. Coordinates student sponsorship payment process, in applicable cases.

Customer Service

Delivers student-centered services and thorough advising to prospective and current residents, as well as parents and guardians. Offers accurate information on various complex topics, such as residence admission processes, eligibility criteria, student housing fees, and procedures for contract cancellation. Addresses resident concerns and complaints with tact and discretion, conducting investigations and gathering information from other student housing units (e.g., Residence Life, Facilities, and Building Services) to effectively resolve complex issues for which no formal policy, procedure, or precedence exists. Reviews appeals for priority access or special services, contract exemptions and eligibility issues. Communicates unfavourable information in person and in writing in a sensitive and diplomatic manner. Makes referrals to relevant on-campus and off-campus resources and support, as appropriate. Listens effectively and empathically and can understand the situation being presented.

Other Duties as Required

Liaises with internal and external colleagues, as necessary and appropriate. Provide coverage for other assignment coordinators during breaks, holidays, and as otherwise required. Attends staff meetings and any scheduled training, as directed, to develop relevant knowledge and skills. Assists with additional administrative tasks as required, under the directive of their Manager, the Manager, Residence Administration, or Associate Director Residence Admissions and Administration.

Consequence of Error/Judgement

Interactions with Assignment Coordinators directly affect the quality of the residents’ experience. Poor performance including inaccurate or uncaring service affects the reputation of the department and may have negative consequences for students looking to access services. Position involves a great deal of independent decision-making and requires a high level of initiative, tact and judgement. Failure to perform to specific performance standards can result in not meeting deadlines, the loss of revenue due to unnecessary vacancies, and loss of public relations with internal or external colleagues and clients.

Supervision Received

Works independently with minimal supervision in the performance of daily tasks, under the Assistant Manager, Residence Assignments & Administration or Manager Residence Administration receives instructions on new assignments, but is required to complete recurring tasks and assignments independently.

Supervision Given

Provides formal training to new assignment coordinators and may oversee training of student employees. May oversee the work of Student Employees.

Minimum Qualifications

High School graduation, plus two year post secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Related experience working in a Student Service environment an asset
• Knowledge of the UBC | Vancouver campus desirable
• Ability to communicate clearly and effectively verbally and in writing
• Demonstrates ability to diffuse situations by utilizing active listening, remaining calm and in emotional control when customers are anxious, frustrated, or angry
• Exercise tact and discretion when discussion problems and eliciting information that is sensitive or confidential in nature
• Ability to maintain accuracy and attention to detail.
• Demonstrates ability to effectively use word processing, spreadsheet, database, and email applications at an elevated level (e/g/ Outlook, MS Word, MS Excel, Adobe Acrobat, PowerPoint)
• Ability to perform work in accordance with established procedures and practices requiring initiative to plan and complete recurring assignments independently and handle frequent interruptions.
• Prioritize, multi-task and work effectively under pressure to meet deadlines
• Work effectively independently, with minimal supervision, and assess where support is needed in a team environment
• Exercise judgment and initiative in problem resolution within a team environment
• Ability to adapt to new and changing systems

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together?

Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at [e-mail].